Before You Start

Before you start working on your thesis, the very first step is to choose a supervisor. This person will guide you through your program, so be sure to pick someone you can work with and whose research you like. The next step is to select a committee. Your committee should serve as backup for your supervisor. They can provide a new perspective on your research and give you any additional help you might need.

If you need ethics approval for your research (you might need this if you are working with human subjects or animals) make sure you get clearance before you start. Your supervisor will be able to help you with this. Copies of your ethics approval forms must be submitted to the Faculty of Graduate Studies and Research when you submit your final thesis. Also make sure that you get all the training you need. Check the Health, Safety and Wellness website for training information and our information about Travel and Fieldwork Safety.

Graduate Student and Supervisor Relationship

Student/Supervisor Letter of Understanding

The Faculty of Graduate Studies and Research aspires to provide the highest quality of graduate student supervision experience at the University of Regina (U of R). Key to this is clarifying the graduate student-supervisor relationship and aligning supervisor and graduate student expectations. Following national best practices, and U of R’s policy about what constitutes a respectful university, this Letter of Understanding (LoU) template aims to facilitate a conversation between supervisor and student that will help build a respectful and fruitful relationship of mutual benefit. It is highly recommended that students and supervisors review this LoU at the beginning of the student’s program and revise and adjust it as the graduate program progresses (if needed).

Instructions

Student and supervisor(s) should read the supporting information for the creation of a Letter of Understanding by the Canadian Association of Graduate Studies (CAGS) (you can access it through this link https://cags.ca/cags-publications/. Select Best Practices and then Creating a letter of Understanding for Advisors/supervisors and Graduate Students).
Student and supervisor(s) should meet to discuss the document and identify each person’s main responsibilities.
Supervisor(s) should write the LoU (template below)
Student and supervisor(s) should initial to indicate acceptance of their responsibilities.
Student and supervisor(s) will keep a copy of an initialed LoU.

Inquiries: Grad.AssocDean@uregina.ca

See draft version below or download the Word Version.

Letter of Understanding between [Name of student] and [Name of supervisor(s)]

University of Regina

[date]

Next date of review [date]

This Letter of Understanding follows national standards and documents responsibilities and expectations identified after a conversation between student and supervisor(s). [The responsibilities below are common ones but student and supervisor should add, modify, etc. according to the conversation and discussion of the CAGS document]. In case of co-supervision, we recommend adding a section detailing the activities of the co-supervisor.

As a student, I will:

Arrange and attend regular meetings with supervisor(s) to assess performance, discuss progress, assignments and research related topics, and preparation and submission of thesis, journal articles, etc.
Arrange and attend term meetings with the supervisor to discuss course work, research, schedules for work completion, funding and all matters pertaining to support of the student’s studies, including personal matters, if necessary.
Be up to date in matters related to deadlines, calendar, schedule, policies, regulations and registration, pertaining to academic and non-academic matters, at all university levels (department or unit, faculties (home faculty and FGSR), university).
Develop the skills, learning approaches, and background knowledge necessary to carry out graduate work. This may include participation in department seminars, workshops and specific training, after discussion with supervisor.
Carry out academic activities with rigor and intellectual honesty.
Make timely progress towards completion of degree and spend the required number of hours carrying out research activities and course work (FGSR recommends a semester-by-semester study plan be set when a student begins their degree).
Read about Intellectual Property and agree to be bound by the rules and regulations governing the ownership of IP as set out in the policy unless an alternative agreement has been made and signed off on by both student and supervisor.
Follow and comply with all University of Regina Safety, Health and Safety policies and protocols (https://www.uregina.ca/policy/browse-policy/policy-GOV-100-005.html) in the classroom, residence, laboratory and campus at large.

As a Supervisor, I will:

Meet with the student to discuss details of course selection, research/project and financial support as appropriate.
Have a meeting with the student to discuss intellectual property, copyright and data sharing.
Arrange and attend regular meetings with the student to assess performance, discuss progress, assignments and research related topics, and preparation and submission of thesis, term papers, journal articles, etc.
Arrange and attend term meetings to discuss course work, research, schedule for work completion, funding and all matters pertaining to support of the student’s studies, including personal matters, if necessary.
Make sure that the student’s research/project has an appropriate research question(s) and achievable goals, can be finished within the given time and aligns with the program structure.
Provide the student with the resources (equipment, space, etc.) necessary to conduct research/work, guide the formation of the supervisory committee and the identification of the external examiner.
Provide timely feedback that is also constructive, honest and fair on assignments, essays, reports, presentations, project, thesis drafts and other documents pertaining to the student’s graduate work (FGSR recommends returning feedback to students in 2-3 weeks).
Inform and update the student on policies and procedures at all university levels related to all aspects of student’s graduate studies including course work, research/project development, safety, wellbeing, etc.
Make the necessary arrangements to ensure the continuity of supervision during leaves or extended periods of absence.
Read about Intellectual Property and agree to be bound by the rules and regulations governing the ownership of IP as set out in the policy unless an alternative agreement has been made and signed off on by both student and supervisor.
Evaluate, assess, communicate, follow and comply with all University of Regina Safety, Health and Safety policies and protocols (https://www.uregina.ca/policy/browse-policy/policy-GOV-100-005.html) to make sure all students and personnel under my supervision in the classroom, office and laboratory are safe.

As a co-supervisor, I will (if applicable):

Supervisor and Committee

The Supervisory Committee for Graduate Students

Any Masters candidates in a thesis, project, exhibition or recital program will have a supervisor and a supervisory committee (or possibly a panel). Masters candidates in practicum programs will have a supervisor. All Doctoral candidates will have a supervisor and a supervisory committee.

The supervisor, along with the supervisory committee, assists the student in the selection of courses, helps the student to develop a research project, guides and implements the research and directs the planning and writing of the thesis (project or report) or the development of the exhibition or recital.

Selection of Supervisory Committee

In some academic units, a student will have a supervisor from the beginning of the program. In other academic units, the supervisor may not be known until the student has been in the program for a short time and has become acquainted with the faculty members and their research interests. In either case, students should have both a supervisor and a supervisory committee before they register in thesis or project hours. For Doctoral candidates, it is expected that the committee will be established within the first four semesters of the student’s program.

The selection of a supervisor is by mutual agreement between the faculty member and the student, and usually requires approval of the head of the academic unit. In some instances, it may be to the student’s advantage to also have a co-supervisor. The selection of the supervisory committee is also by mutual agreement between the student and supervisor/co-supervisor.

Supervisors, co-supervisors and committee members must be accredited with FGSR.

Below are the minimum requirements set by FGSR for a supervisory committee. Additional committee members may be added, and individual academic units may have additional requirements for the structure of graduate committees.

A Masters Supervisory Committee consists of at least the following members:

Student’s supervisor (must be from the student’s academic unit).
Student’s co-supervisor, if applicable.
One additional member of the student's academic unit (this member cannot be an external adjunct member of FGSR, unless there is a pre-existing formal agreement or permission has been granted by the Dean of FGSR).

A Doctoral Supervisory Committee consists of at least the following members:

Student’s supervisor (must be from the student’s academic unit).
Student’s co-supervisor, if applicable.
Two additional members of the student's academic unit (these members cannot both be external adjunct members of FGSR, unless there is a pre-existing formal agreement or permission has been granted by the Dean of FGSR).
One member from the university who is from an academic unit other than the student’s academic unit (This member serves as the “internal-external member”. For students in Education, the internal-external member must be from outside of the student’s faculty. Professors who are adjunct or associates in the student’s academic unit are not eligible to serve as the internal-external committee member. A co-supervisor cannot fulfill the role of the internal-external member).

Additional Comments on the Structure of Committees:

Supervisors, co-supervisors and committees members may change over a student’s program. Changes must be agreed to by the student and the members of the committee. Change of supervisor or co-supervisor must also be approved by the head of the academic unit.
For Doctoral students, a list of the committee members is included in the Annual Progress Report. For Masters students, the list of committee members is only sent to FGSR when the student submits their thesis. Any concerns about the structure of a student’s committee will be addressed at this this time.
On every committee there must a member, other than the supervisor, who is an internal member of the student’s unit on the committee (this is the intent of item c) of each list).
Individuals from other universities, or from external agencies or groups with specialized knowledge of the research field, may be invited to serve on the Committee. FGSR accreditation is required.
There cannot be a conflict of interest (or even a perceived conflict) between members of a supervisory committee and the student. (See U of R policy GOV-022-010 for details.)
The Dean of FGSR may reject a recommended Committee for any reason that the Dean believes will compromise the academic integrity of the student’s program.

Roles and Responsibilities:

In general, the role of the committee is to support and guide the student in their program and research. Regular meetings between Masters students and their committee are strongly recommended. PhD students must meet with their entire committee at least once a year. Additionally, PhD students must also submit an annual progress report to FGSR. This report must be signed by the student’s supervisor and will be distributed to all committee members. FGSR may request a meeting with the student and their committee if it has concerns about a student’s progress.

Supervisor’s and Co-supervisor’s Role:

Committing to guide the student through their program and their research. This includes assisting with the selection of courses and the development and implementation of a research project.
Overseeing the research and writing of the thesis (or project) and giving timely feed-back to the student (between one and two weeks).
Monitoring the progress of the student and informing the student immediately if their performance in either courses or research falls below the required standard.
Offering and teaching research hours (901 or 902 classes) as required by the student.
Communicating to the student and the committee on the student’s progress and any concerns.
In the case of the supervisor, completing administrative duties with regards to the student’s progress. For PhD students, this includes approving the student’s annual progress report.
In the case of the supervisor, distributing copies (electronic copies is assumed, but if a committee member requests a paper copy, the student must provide one) of the completed thesis to the supervisory committee in a timely manner (two weeks before submission to FGSR is recommended).
The supervisor is responsible for completing the Thesis Committee Release Form, the External Examiner Nomination Form and the Checklist for Submission of Thesis Form, and ensuring that all defense forms are submitted to FGSR.

Supervisory Committee’s Role:

Providing additional support to the student in their program, if needed.
Assisting with direct supervision of the student when the supervisor is unavailable.
Assisting with managing any concerns or conflicts between the supervisor and the student.
Recommending changes to the student’s program or research as needed.
Reading the student’s final thesis, project or report before it is sent to the external examiner. Giving timely feed-back (within two weeks, unless prior arrangements have been made).

Responsibilities of the Head of the Academic Unit (or designee):

Ensuring that the courses required by students within the unit are provided, so that the students can complete the coursework portion of their programs within a reasonable time frame.
Signing the Admissions Recommendation Form for the student; thus, agreeing to the admission of the student to the program, and the choice of the student’s supervisor.
Ensuring that the supervisor and committee are working well.
Signing off on the final version of the thesis before it is sent to FGSR and signing the following forms: Thesis Committee Release Form, Checklist for Submission of Thesis and External Examiner Nomination form.

For students in faculties with departments, their academic unit is the department. For students in Education or Engineering, their academic unit is their program area. All other faculties and schools are considered to be the academic unit for their students.

Supervisor On Leave

It is the responsibility of the supervisor to arrange for supervision of their graduate students during a leave, and to document adequate provision of supervision.

This information is documented on the request for sabbatical leave and forwarded by the academic unit to the Dean of FGSR.

The Dean of FGSR should be advised of other extended absences and temporary supervisory replacements.

Supervisor’s Absence

Graduate students have the right to regular contact with advisors or committee members throughout their program. Graduate students have the right to an alternate advisor during an extended absence of the primary supervisor. In order to facilitate the timely completion of program requirements, graduate students have the right to timely feedback (within approximately one month) on all academic products presented for evaluation.

Normally, the Dean of FGSR will not accept as a supervisor for a new student any faculty member who has received notice of sabbatical or any other type of extended leave, or who will retire within the normal course of a Master’s program (two years).

Supervisors who may be absent from the University for an extended period of time are responsible for informing their students immediately. It is the supervisor’s responsibility to ensure that temporary supervision will be provided, so that the student will have guidance during that absence.

To guarantee that a faculty member has sufficient time to provide the necessary supervision, no individual will be permitted to oversee more students than can be adequately handled. The number of students will depend on the faculty member’s teaching responsibilities and other duties, as well as the availability of research assistants, who can also provide guidance. The Dean of FGSR may not accept a faculty member as a supervisor in cases where the faculty member is deemed to have more graduate students than can be reasonably accommodated.

Ethical Clearance

All research involving human subjects must have ethical clearance from the University of Regina Research Ethics Board (REB). Students accessing the REB must be eligible.

Students who require the approval of the Research Ethics Board should contact the Chair. The name of the Chair is available from the Research Office. A review by the REB may take from three to six weeks, and research may not commence until approval is received.

Animal Research Clearance

Research involving live organisms, including all vertebrates and certain invertebrates, requires clearance from the President's Committee on Animal Care (PCAC). Queries related to the conditions of this type of research and the species to which it applies should be directed to the Chair of this committee. Contact the Research Office for the name of the Committee Chair.

If your research involves human or animal subjects, ethics approval forms must be submitted to the Faculty of Graduate Studies and Research with your final thesis, but not included in your thesis.